Compliance Guidelines for IT Asset Disposition (ITAD)

A practical compliance framework for IT asset disposition -- covering HIPAA, NIST 800-88, SOX, and state requirements -- with actionable steps for each.

IT asset disposition sits at the intersection of IT operations, security, and compliance. Getting it right requires understanding several overlapping regulatory frameworks. This guide covers the most common ones affecting U.S. businesses.

HIPAA / HITECH: Covered entities and business associates must implement written policies for the disposal of electronic protected health information (ePHI). NIST Special Publication 800-88 ('Guidelines for Media Sanitization') is considered the authoritative technical reference. Certificate of destruction with individual drive serial numbers is best practice for HIPAA compliance.

GLBA / FTC Safeguards Rule: Financial institutions must properly dispose of customer information. The FTC's Disposal Rule under FACTA specifically requires 'reasonable measures' to prevent unauthorized access to consumer report information. Documented destruction with a certified vendor satisfies this requirement.

SOX: While Sarbanes-Oxley doesn't prescribe specific disposal methods, financial records retention requirements mean that storage media containing financial data must be handled under documented controls. Your external auditors will ask about disposal procedures.

State laws: Illinois' Personal Information Protection Act (PIPA) requires businesses to destroy or dispose of personal information in a manner that renders it unreadable. Many states have enacted similar laws. A certified recycler with destruction certificates provides the documentation you need for state compliance as well.

Practical guidance: document your policy, use a certified vendor, obtain certificates for every disposal event, and retain those certificates for the applicable statute of limitations period -- typically 6-7 years. MicroAnt provides all the documentation needed to satisfy these requirements.